Getting Started
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Setup required before use |
Where Is It? |
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Learn how to use the Alerts Tab within System Settings, and use the preferences available to turn certain alert features off or on for your staff.
Getting Started
|
Setup required before use |
Where Is It? |
|---|---|
Tips:
Select 'from when' the Alert should appear on the Home dashboard. For example you are only concerned about missing timesheets or debtor notes that occur in the current month, you could reset the from date each month. Otherwise all items that require an Alert from the date selected will appear and remain there. Items such as Aged WIP, Aged Debtors, Unallocated costs, missing timesheets, approvals and the backup alert will disappear when they have been resolved i.e. invoice paid, timesheet entered, the backup occurs.
Any of the Alerts can be deactivated - simply uncheck the active box. For example, if you don't have approvals turned on, you would deactivate the Timesheet and Expense approvals. Similarly if Unallocated cost sub projects are not active you would deactivate the Project unallocated costs alert.
Set number of days
Set the number of days. For example, the Practical completion date Alert is switched on. With this Alert it's the number of days BEFORE the date occurs, so if you want to be alerted 10 days before Practical completion, then you would select 10 days.
Synergy creates a backup based on a windows task schedule that should be set to occur each day. Check with your IT personnel for more details about your backup schedule. This alert will notify the System administrator the backup did not occur for a set number of days. This will appear as an alert in dashboard. If you are not sure if your database is getting backed up, please contact support via support@totalsynergy.com.au.
At the time you installed Synergy, you would have added your staff with a start date. It's this start date we check for any missing timesheets. So instead of changing the staff start dates, set the date for this Alert to when you will actually start using the database or entering timesheets. You could then change it each calendar or financial year.
What do we consider to be a Missing Timesheet?
Any day that does not have any entry on it i.e. the day has zero hours allocated to it. Once the staff member enters any amount of time on the day, it is no longer considered a Missing Timesheet.
Deactivate this Alert if you do not have Timesheet or Expense approvals turned on.
Under the My Staff heading, this Alert will list staff that have timesheet or expenses pending approval. The My Synergy will list all staff that have timesheet or expenses pending approval - however only Director and System Administrator will see this.
Deactivate this Alert if Unallocated costs has been deactivated.
If any staff book any time to the Unallocated costs sub project, an Alert will be issued to the Project manager. As well Director, Administrator and System Administrator will also receive this Alert.
WIP (Unbilled timesheets and expenses) will appear in ageing periods i.e. 30-60 days and 61-90 days. A report is also available.
Debtor notes can be attached to an invoice. As well a reminder can be set on the Debtor note. The reminder will appear in the My Synergy section of the Alert for the person that created the note and is the reminder recipient.
Tip: The items that appear in the Alert, such as an outstanding invoice can be viewed/opened by double clicking it
Lists all invoices outstanding in ageing periods i.e. 0-30, 31-60 days and 61-90 days. Double click the invoice to view it. Depending on your level of access you may see the following: Project managers - Aged debtors for projects they manage; Director, Administrator and System Administrator will see all Aged Debtors under the Invoices heading of the Alert module.
Choose which Aged Debtor option you want
The Alert by default will display 2 Aged Debtors - invoices aged by Invoice date or Due date. Uncheck the Active box to deactivate one of the Alert options. Refer to Alerts for further information.
Within the Attribute maintenance module there is the facility to have date type attributes. You can then set an Alert against each of the date attributes. This can consist of notifying you xx numbers of days before or after the date attached to the project. Go to the Attribute setup to read more about this.
Set how many days prior to the actual practical completion date before the Alert appears. Double click the Contract to open it.
Choose what alerts the Knowledge Managers (System Administrator or Administrator access levels) will be shown for controlled documents.
Enable this alert to show when transmittals are still within the approval process and have not been sent to the selected Project Contacts. The alerts are shown within the 'Projects I Manage' alerts group when you are the assigned project manager, and within the 'projects' alerts group if you are a Director access level or higher. 
NEW 4.8.5
Alerts shown for transmittals are:
Learn more about the transmittal approval process.
Looking for more help? Try reviewing the following topics: View Topics
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